SC Conference Call Notes, 1/24/13
Attendees:
Rachel, Camille, Wylene, Victoria, Crystal, Kari, Diane, John, Patti, Trudy, Maryanette, Alexa, Lindsay, Harriet, Annette, Karen, Matt, Renee, Harold, Michelle, Patricia, Adrienne
1. Additional Items
None
2. Teams for Achieving 2013 Program Goals
– Goals Related to Professional Development: Diane Crawford, Wylene Jones
– Goals Related to Building Administration: Camille DeBlaere, Annette Pledger, Maryanette Grayer, Kari Wilson
– Goals Related to Community Resources: Renee Saunders, Matt Hamburg, Trudy Jones, John Chandler, Karen Baker
– Goals Related to Resident Education: Crystal Holley, Victoria Haltom, Patricia Gray, Lindsay Kohler, Adrienne Smith
– Goals Related to Case Management: Alexa Lempert, Michelle Mobley
– Additional Goals Related to Time Efficiency: Harriet Harris, Harold Massingille, Andrea Krueger
Team Brainstorms from December are listed below.
Teams should plan to meet together by phone or in-person prior to our March 14th SC Team Meeting. At the 3/14/13 meeting, each team will have 3-5 minutes to present their plan for helping our SC Team achieve our 2013 goals. Each team will then give 2 updates (in June and November) indicating progress made towards goals, successes and challenges. Hence, teams should plan on meeting at least 3 times together (at least once prior to each presentation) and then presenting 3 times together. We would like you to take turns presenting and writing up your plan (or progress reports), so that there is a different presenter for each of the 3 meetings. Have fun with it!
Please note that the new SCs from Oakland Woods, Royal Oak, Southgate, Bishop, and Whispering Willows will be added to the teams as they join our SC Team!
3. Brainstorm of alternative terms for “at risk” or “frail”
– Don’t use at all. Check in on regular basis as part of service.
– Health challenges or other issues.
– Use “vulnerable”. Soft term. Shows care.
– Prefers “at risk” to “frail” and vise versa.
– SC jargon doesn’t need to be used with members. Builds monthly or quarterly monitoring into SP.
– Doesn’t write frail or at risk into case notes either.
– Utilize Minnesota acronym for At risk in the following areas: CMIST – Communication, Medical, Independence, Supervision, Transportation (circle the ones that apply)
4. Documentation Guidelines
Key discussion. Utilize role (not name) when referencing people (ie “resident/member/client” or “SC” or “daughter” or “neighbor”). If the person’s name is important (ie specifying name of daughter or name of contact person at agency, use the proper name once and then reference by role thereafter).
5. Case Management Procedures
6. Service Log Subcategories Discussion
Education and Employment – See Scoop for all of the service log subcategory descriptions, but here is a synopsis for this week by Alexa.
Adult General Education: for services related to education for adults, including community education classes (e.g. GED class)
College: for services related to post-secondary learning opportunities
Computer Training/Assistance: for services or referrals related to using technology for research, education, or employment (e.g. computer class at Hannan/ABLE, or MichWorks!)
Employment Service Provider: for services or referrals related to obtaining employment or vocational services
English as Second Language: for services or referrals related to learning English as a secondary language
Linked with Outside Education Counselor: for services related to coordinating educational/learning opportunities through a professional education counselor (e.g. college admissions advisor)
Literacy: for services related to literacy; including library programs, reading/writing skills, help to convey information in a variety of ways
Senior employment/aides program: for programs related to seniors obtaining employment
Vocational/Job Training: for services or referrals related to vocational training
Volunteering: for services related to volunteer opportunities
7. Sign up to facilitate January and February Conference Calls
1/31: Karen Baker
2/7: Victoria Haltom
2/21: Alexa Lempert
Thanks facilitators! The facilitators will email all of the PVM and CSI SCs, plus Brenda and Rachel, on the Monday preceding the conference call to ask for proposed agenda items. They will then email the agenda, along with the correct conference call number (note: not the one I submitted last time), on Wednesday prior to the conference call. The number is 877-402-9753; pass code 1608056#. Remind attendees to put their phones on mute unless speaking in order to keep down static. Facilitators are then responsible for walking us through the agenda during the conference call itself.
2013 Goals!
This is a compilation of individual SC goals from the full SC Team. It is a distillation of the most frequently cited goals.
Goals Related to Professional Development
- Increase knowledge of major entitlement programs
- Become MMAP certified
- Learn about MMAP certification and being a MMAP counselor from Adrienne (John, Patti, and Jane are also MMAP certified)
- Donna would like to get on call in January/February regarding MMAP certification (RJ will follow up with Donna)
- Karen is looking for outline/book on what eligibility requirements are
- Trudy has “cheat sheet” that was distributed during SC training. Trudy can send cheat sheet out again. Trudy – can this be posted to Scoop?
- MMAP program provides this information
- John recommends call Elder Law / MiCAFE regarding this
- Michelle attended MiBridges training
- Frustration with level of availability of programs in Macomb County
- Build leadership skills
- Proactive in creating collaborations with other organizations (ACCESS, DHS, REMA)
- Reaching out with other regional SCs (monthly group in Kalamazoo; regional meetings in Metro – ie “Oakland County” or “Down River”)
- Join task force in area of interest (find big categories of interest and divide up energies between areas).
- SCAN Meetings – Oakland and Macomb, http://www.scannetworks.org/
- Geographical area senior communities (ie City-based)
- Diane is looking into leadership development classes
- Improve computer skills necessary for job
- Renee, Matt, and Alexa leading tutorial on Scoop in January
- Refresher on AASC Online training
- Npserv individual assistance on site
- npserv webinar on remote connection
- Excel training
- Powerpoint training
- Microsoft tutorials (on line) for self directed study
Goals Related to Building Administration
- Improve relationship between SC and building management to increase resident satisfaction
- Go into front office to say hi to Administrator and assistant
- Especially important for PT SCs to understand what happened in absence
- Saying good-bye when leaving for day or when leaving for errand and when will arrive back (show’s respect)
- Like-minded in goal of resident quality of life and ability to age in community
- Use dry erase board on door to indicate schedule updates
- Monthly/bimonthly meetings with residents to inform them of who SC is and what their role is (likewise Administrator, Liaison, maintenance staff, leadership)
- See below for educating
- Go into front office to say hi to Administrator and assistant
- Educate Administrators/Liaisons on role of SC
- Questions and issues of what SC role, Liaison, President roles are and how they interact
- Educational presentation on who’s job is what
- Continuous/repeated restating of roles because it is so new
- Brief summary of kinds of activities we do with clients during the week (akin to monthly SC report) – are monthly reports getting from CSI to Liaisons?
- Dropping new resources by front office
- People with good relations could submit what is working
- Team building with Liaisons and SCs on quarterly basis to build relationships slowly and get to know each other outside of individual building setting
- One-page document of what SC can do with members/residents for incoming members/residents (to inform new liaison and leasing agent)
- SC Brochure
- Ask questions on specific policies
- Learn what the budget is for SC’s
- Learn more how to properly utilize funds set aside for co-ops
- Not all budgets have been shared by administrators. May need to request.
- How budgets are developed for SC as a whole
- Expense reports vs Check requests
- What is turn around time for checks? Checks are cut on a two-week schedule at the same time as payroll. Check Rachel’s Zimbra calendar for when check requests are due (every other Thursday). Checks typically take less than week to be cut, signed, and mailed after the date they are due (they are co-signed by Tim and Trustee).
Goals Related to Community Resources
- Increase identification of local community and business resources
- Oakland County SW Intern is fleshing out AASC Online Community Resource Directory and will share with others
- Network with regional SCs to share resources (look up SCs who are registered with AASC)
- Cruise websites for resources
- New ALF at Rivertown
- Develop working relationship with DHS office and employees and learn to navigate DHS system better
- DH working with Inkster District on being “go to” person – person is a supervisor (Ms Kensley) willing to be contacted by SCs (Andrea is point person to create systemization of this so as not to overburden her – send ideas to Andrea or have coffee and talk). Potential for in-person meeting. Matt and Jane joining crew.
- SW Interns at DHS. Work with University and DHS to get assistance with solving navigation problems.
- Setting up appointment with DHS/APS to explain services through presentation and learn re their system.
- Learn email addresses. Much better and quicker correspondence.
- Talk with statewide DHS re SC Program. Build relationship with full system
- MiCAFE is good resource because they have established relationship with most DHS district office managers
- File for hearing within prescribed time frame
Goals Related to Resident Education
- Increase attendance at education programs
- Leave ½ page message on everyone’s door clips 2 days prior to presentations (or even same morning)
- Ask office to announce event over intercom
- Create monthly calendar of events and distribute to appts
- No events on Mondays because people forget
- Keep presentations at regular times/days because people respond to consistency
- Bimonthly “teas”
- Plan events at the top of the month to make sure they get into the calendar
- Alternate event locations to add interest and intimacy
- Create nicer flyers (goal to use clip art and spruce up flyers)
- Identify local resources that offer educational programs
- Use contacts from other SCs so that the speaker is known, trustworthy, and has received good evaluations
- Contact agencies that residents already work with (as clients)
Goals Related to Case Management
- Improve or develop monitoring techniques
- Take Wendy’s logic model guide a step further to assist with monthly SC reports and LLMSW supervision reports
- Is it possible to export from AASC Online to an Excel spreadsheet? Try copying and pasting. Talk with Mike C. at Pangea for tips.
- Use AASC Online report on frail and at risk. Print new one each month. Use monthly and works well. Report is in Personal Space under ADL summaries (can select report by month).
- Top drawer divided into months. Rotate the files from December to January (for example) after monitoring them.
- Client-driven Service Plans
- Looking at ISP and Updated Service Plans and how to involve residents in the process of developing the plans and achieving goals
- Ask member to tell her at least 2 goals (leave it less open ended)
- Increase consistency of entering information on AASC online
- Print out lists from either birthday or telephone directory option in AASC Online. Pencil in dates seen.
- Excel spreadsheet
- Stop by to look at another SC’s excel sheet better visualize how tracking mechanism works
Additional Goals
- Increase time efficiency
- Schedule more time than necessary for appt (ie extra 10 minutes for paperwork)
- Occasionally block out time in morning for monitoring phone calls (hang “in conference’ sign on door)
- Use task sheet on Zimbra calendar on daily basis. Number by priority. Can add as much information as needed.
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